[Reader-list] PIE CHARTS OF GUJARAT CM TIME MANAGEMENT AND ISO CERTIFIED CMO OFFICE

[Bipin Trivedi]

ARTICLES BY JUMANA SHAH, DNA BELLOW


PIE CHARTS TO ANALYZE NARENDRA MODI'S TIME MANAGEMENT

http://www.dnaindia.com/india/report_pie-charts-to-analyse-narendra-modi-s-t
ime-management_1405041

A novel and interesting concept seems to have emerged from the stables of
Gujarat chief minister Narendra Modi's office to monitor his time.

In tune with revamping the CMO's processes, a special CMs sheduling team has
been put in place which manages his appointments, engagements and basically
overall time management. Sources in the know of the process claim that in
recent times, a lot of focus has been put on maximum utilisation of CM's
time and 360 degree evaluation is done.

At the end of every month, a detailed analysis of how he spent his time in
the last 30 days in the form of a pie-chart is given to him. He then reviews
it with his close aides and advisors and decides how to use his time more
effectively. 

"For instance, we closely monitor how many hours he spent on interaction
with bureaucrats, visitors, politics, party (BJP), public campaigns like
Krishi Mahotsav etc, social campaigns, travelling, public rallies etc. At
the end of the month, this is presented in a pie chart to debate if the time
was used effectively, and plan ahead," a close aide of the CM said. The team
also does daily task planning.

A lot of impetus is put on documenting every decision. "The influences while
taking any decision are minutely archived for further reference. This was
not done earlier and it has indeed helped internal processes," the aide
said.

Another intriguing aspect is on capturing everything that the CM says,
wherever he is. "He tosses up a lot of ideas when talking to people. Earlier
these thoughts just bounced off and were only selectively pursued, but now,
there is a system that as soon as an idea is aired, it is assigned to the
respective department for a feasibility check and entered online in the
IWDMS's (integrated workflow and document management system) 'Ideas to
execution' programme. 

Here there is a regular update visible to all in the CMO on the progress of
every project. Even in public rallies, he sometimes makes commitments for
the said region. We make it a point to ensure that commitments, if feasible,
are delivered," says an officer on special duty in the CMO. To sum it up, he
simply ensures that the CM is particular about his time.


Gujarat'S CMO's SYSTEM IS ISO CERTIFIED TOO

http://www.dnaindia.com/india/report_gujarat-cmo-s-system-is-iso-certified-t
oo_1405045

The success of SWAGAT is inherently linked to the internal seamless
functioning of the chief minister's office. It is perhaps not so surprising
then that in January 2009, the Gujarat CMO was the first in the country to
acquire the ISO 9001: 2000 certificate for its processes.

But the notable aspect here is that the certificate was not attained as a
piece of paper to flaunt, but the processes in the CMO have actually
undergone a distinct change. Officials in the CMO claim six main sections of
the CMO have undergone remarkable reforms - the secretariat functions;
public relations office; general administration of the CMO like human
resource management, training of CMO's 60 employees etc; Jan Sampark - the
CM's points of contact with general public - and last but not least, the
usage of information technology (IT) for all internal processes.

"A gap analysis was conducted before applying for the certification and
according to the ISO standards processes were reworked. Majority of CMO is
online. 80% of CMO is paperless," says a senior officer on special duty
perched behind a compact laptop on a spotless desk.

As for IT, an internal system for the CMO called IWDMS (integrated workflow
and document management system) is being used since the last five years.

67 new processes have been developed. A lot of impetus is being put on
recording every interaction of the CM with visitors, state bureaucrats,
ministerial cabinet, politically and even with general public at mass
gatherings. A new application called 'ideas to execution' has been developed
where the status progression of every idea and activity can be seen.

"Any communication with the CM is online. Anyone wants to seek his
appointment; any application etc is all done online. CM receives over 500
mails everyday, but after screening and filtering, synopsis of around
150-200 mails is sent to him everyday. He comments and reverts back on every
mail daily. He forwards it to respective departments and follows up on a
monthly basis. Every mail he receives is archived and docketed properly,'
the official says.

Elaborating on one of the 67 processes, the official gives the example of
campaign monitoring of each department through CMO. "Campaigns like Krishi
Mahotsav, Kanya Kelavni etc are monitored from here,' he says.